Th U
The
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Texas att D
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Erik Jonsson School of Engineering
g
g and
Computer Science
Oral and Written Communications
• One of the most important skills that the technologist
must possess is that of communication.
• Your instructor has seen careers damaged because an
engineer or software expert could not present a good
oral presentation or write a coherent report.
• Make no mistake: Much of your career will be spent
communicating orally or in written form:
– To your superiors
– To your peers
– To your subordinates (later in your career)
• Learn to communicate effectively!
1
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
g
g and
Computer Science
How to Master Communication?
• The very essence of technology development is
communication.
• If you develop a new technology, what good does your
accomplishment do if you have no way to communicate
the new technological development and incorporate it
into products and services? Communication is vital.
• How does one develop the ability for effective
communication?
• Just like everything else, it requires training, honing of
preparation.
p
skills,, and p
2
ECS 1200 Lecture #5 -- Oral and Written Communications
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g and
Computer Science
Preparation
p
• As a technologist, you will
almost always be giving an oral
or written report in one of just
a few areas:
– Ap
proposal
p
(g
(generally
y seeking
g
funding).
– A project status report (usually
with the object of continuing
project funding).
– An end-of-project report.
– (Occasionally) A report on a
scientific
i tifi discovery.
di
3
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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g and
Computer Science
Preparation
p
((2))
• Note that the preceding report definitions have a
common theme:
– Generally related to money in some way.
– The $$$ factor is usually project funding or company profit!
• In general, the method to proceed on any report is:
– Decide on the theme or main idea for the report.
– Gather data to support your findings.
– Organize the report (by making up some sort of outline in
general) so that it will focus on the story you want to tell.
– Write the report or prepare the oral presentation per outline.
4
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
Th U
The
University
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Texas att D
Dallas
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Erik Jonsson School of Engineering
g
g and
Computer Science
Preparation
p
((3))
• Most communications need to convey “the seven:”
–
–
–
–
–
–
–
Who – will do, is doing, or has done work.
What – will be, is, or has been done.
Where – location of work (unless obvious, like engr. lab).
When – Time frame.
Why – What is unique about the opportunity.
How – Scope, approach, etc.
Impact – Reason we have got to do (or continue) this!
• Emphasis depends on state of work.
– If proposed: Why, how, impact.
– If in work: Who, what, when.
– If complete: How, who, impact.
5
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
g
g and
Computer Science
Research
• Generally, your technical research will the supporting
data for your report.
report
• Occasionally (for example, in proposals), you may need
to research technology sources in order to support your
funding request, such as:
–
–
–
–
–
–
6
Technical journals
Technical textbooks
Conference proceedings
Government or university reports
Patent disclosures
(P ibl ) the
(Possibly)
th iinternet
t
t
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
g
g and
Computer Science
Research on the Internet
• BEWARE THE INTERNET!
• There are good articles (even in Wikipedia) but:
– Much content is suspect
– Content often ephemeral
– Often lacking in detail and inaccurate
• In general, restrict internet research to:
– University research site of known repute
– Government site
– Other source whose repute you can verify
• Best sources are usually reputable technical journals,
citations in other reports,
reports library catalogs.
catalogs
7
ECS 1200 Lecture #5 -- Oral and Written Communications
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g and
Computer Science
Report/Presentation
p
Organization
g
• Good organization of a report or presentation is key.
– You are usually trying to “sell”
sell a point of view.
– To do this, you must clearly get your ideas across.
• Consider the old saw: “Tell ‘em what you’re going to
tell’ em; tell ‘em;
tell
em; tell ‘em
em what you told ‘em
em.” I.e.:
Ie:
– Introduce topic with the key points,
– Do body of presentation emphasizing those points, and
– Su
Summarizee thee key
ey po
pointss at you
your cclose.
ose.
• There are any number of “strategies” for constructing
a report or presentation. I prefer the “old fashioned”
method of straightforward exposition
exposition.
8
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
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g and
Computer Science
Report
p
Writing
g
• Writing: A report must be accurate, concise, as brief
as makes sense, and clear and easy to understand.
• Such writing takes organization, planning, and
knowledge of your subject.
– Organization
g
– You will be writing
g office communications such
as email or memoranda, proposals to secure funding, and
reports (project reports or papers submitted to technical
publications). The type of organization depends on the report.
– Report structure – Use an organization that is clear and easy to
comprehend, such as major sections and subsections as
necessary. Topic sentences are a good way to start a new
section
ti or paragraph.
h
9
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
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g and
Computer Science
Report
p
Writing
g ((2))
• Always organize reports (written and oral) around “the
seven:” Who,, What,, Where,, When,, Why,
y, How,, Impact.
p
• A good report format:
–
–
–
–
–
–
–
–
10
Introduction. “Tell ‘em what you are going to tell ‘em”
Work or p
project
j overview,, including
g ggoal/impact.
p
Key tasks, personnel assignments, locations.
Overall schedule or timing chart, with key milestones. “Tell ‘em”
Budget showing principle (large) expenditures.
Progress to-date (if appropriate).
Summary/project status (if appropriate).“Tell ‘em what you told ‘em.”
Forecast for next time period (prior to next report, if
appropriate).
i )
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
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g and
Computer Science
Report
p
Writing
g ((3))
• Reconciling the “seven” and the report format:
–
–
–
–
–
–
–
–
Introduction.
What, Why, Impact
Work or project overview, including goal/impact. What
Key tasks, personnel assignments, locations.
Who, Where
Overall schedule or timing chart, with key milestones. When
Budget showing
i principle
i i
(large)
(
) expenditures.
i
How
Progress to-date (if appropriate).
How
Summary/project status (if appropriate).
How, Impact
Forecast for next time period (prior to next report,
report if
appropriate).
How, Who
• Notice
N ti th
thatt reportt fformatt covers th
the ““seven.”
”
11
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
g
g and
Computer Science
Becomingg an Accomplished
p
Writer
•
•
•
•
12
Good writing requires training and
practice. A document usually takes several
passes, including review and editing.
English = polyglot of grammatical rules. It
requires experience to know when a written
passage “sounds right” or whether it needs
more work.
English has two base or parent languages –
Latin and northern European; it has rules
and words of both.
Note: Unless you are new to English, you
should have learned these rules in g
grade 112 schooling so just keep them in mind.
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
Th U
The
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Erik Jonsson School of Engineering
g
g and
Computer Science
Other “Rules”
• In addition to grammar rules, there are also “rules of
good writing.” A few of these below:
– A
Avoid
id sentence
t
ffragments
t ((exceptt occasionally
i
ll for
f emphasis).
h i)
– Avoid overly long or short sentences (shortness can amplify).
– Use active voice, which requires fewer words. “Technical
writing third person passive
passive” ((“such
such-and-such
and such was done,
done ” “a
a
measurement was taken,” etc.) is now passé.
– Be precise. As a technologist, you deal in facts, not feelings!
– Reduce prepositions in favor of adjectives.
– Eliminate redundancies. The fewer words, the better. I have
constant problems with this!
– Do not use bureaucratic terms!
– Avoid informal language, e.g., “The equipment was busted.”
13
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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g and
Computer Science
“Rules” ((2))
– Avoid pompous language, that is, “fifty-cent words.”
– Avoid sexist language. Many modern authors use “she” as the
third person pronoun to avoid any indication of sexual bias.
bias
– Avoid dangling modifiers or phrases. (Churchill anecdote!)
– Avoid split infinitives (something you should have learned when
about 12 years old).
– Use hyphens for clarity, esp. an adjective phrase (“foot-loose,”
one-hour”).
– Colons introduce a list or an equation.
q
The force equation:
q
F=ma.
– Remember to use parentheses set off a list, clarification, or
aside. “CMOS logic is used for low-power circuits (but bipolar
transistors are still used for high-current applications).”
14
ECS 1200 Lecture #5 -- Oral and Written Communications
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Erik Jonsson School of Engineering
g
g and
Computer Science
Miscellaneous
• Beware word demons! I.e., words that sound alike or
are spelled alike. E.g.: to, too, two; through, threw.
• Put
P equations
i
on a separate line,
li unless
l fairly
f i l simple.
i l
Algebraic symbols are usually italicized.
p integers
g
of 10 or less with
• Use numbers in text except
no units, ordinals below 10, common fractions, etc.
Never start a sentence with a number.
• Nothing makes you sound worse than sentences without
subject/verb agreement. Ex: One of the seven invitees
were late. One is the subject, not invitees, so the
correctt sentence
t
is:
i One
O off the
th seven invitees
i it
was late.
l t
15
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
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g and
Computer Science
Miscellaneous ((2))
• Verb tense – Use the past tense in technical writing.
• Italics are used for foreign words
words, scientific names of
organisms, defined words, books and journal names.
• Articles – The is used for a specific noun. Article
adjectives
dj ti
in
i English
E li h take
t k practice,
ti especially
i ll for
f those
th
who native language is pictographic (Chinese/Japanese).
• Figures and tables – Should be referenced in the text
and appear just after the reference.
• Lists – Start with simpler items, go to the more
complex, preceded by a colon.
16
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
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g and
Computer Science
Miscellaneous ((3))
• Spelling – Use spell-check! Do you want to sound like a
moron? This is your second reminder
reminder.
• Proof-read carefully! Spell check will not catch a correct
word, used improperly. E.g., in a presentation of mine, it
missed
i d “Proper
“P
grammar us very important.”
i
t t”
• References – Be aware that magazine and book publishers
have specific citation requirements for submissions.
• Remember that there are inconsistencies in English
grammar. Sometimes, you just have to choose what seems
appropriate and then be consistent!
17
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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g and
Computer Science
Miscellaneous ((4))
• Finally, be careful to assure that words used
colloquially in various ways are used in your writing
only when the meaning is very clear!
18
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
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g and
Computer Science
Oral Presentations
• In the company environment, most
oral presentations are to your:
– E
Engineering
i
i team
t
– Your boss or his boss
– Or so on up the ladder; as an
engineer I have presented to the CEO
engineer,
• Main point in oral presentation:
Sell both the project and yourself.
• Some
S
authorities
th iti suggestt telling
t lli a
joke, to get started. In the
p
this is a
instructor’s experience,
really bad idea. (True Story)
19
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
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g and
Computer Science
Oral Presentations (2)
• Other authorities suggest treating the presentation like
a motivational speech. But: Bosses just want the facts!
Y
Your
only
l motivation
i i should
h ld be
b the
h material
i l and
d your
method of presenting it expertly!
• How to start:
– Introduce yourself and start the presentation.
– Don’t use a title slide, just your first information slide.
– A good initial slide asks a question or makes some statement
about profit or business opportunities.
– Be prepared to back any claims up!
– In general, PowerPoint™ slides are better than some sort of
slides
lid b
based
d on a ttextt fil
file or Mi
Microsoft
ft W
Word™.
d™
20
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
g
g and
Computer Science
Presentation Content
•
•
•
•
Most oral presentations should still
concentrate on “the seven.”
Work through these in an organized
manner that makes sense to listeners.
When changing subjects, a title at the top
of a slide is helpful.
p
Emphasize major points and try to have a
positive conclusion, e.g.:
– Project is on schedule.
– 5% over budget
b d td
due tto ffront-loading
t l di off
parts orders.
– Still anticipate coming in on the dollar.
– No major
j technical issues.
– Current product forecast is on schedule.
21
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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g and
Computer Science
“Hooking”
g the Audience
• Know your audience.
–
–
–
–
What are they looking for?
What represents a “good result” here?
What outcome do you want?
May need to alter, exclude, or add to “the
seven.”
”
• What aspect of your project piques the
curiosity of the listener?
– Example: Picture of a smart mobile phone,
with caption: “Scared of the hassle in
converting to a smart phone? We’ll make it
easy for
f you.”
”
22
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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g and
Computer Science
Visual Aids
• Visual aids are very important.
• A strongg oral presentation
p
+ ggood
visual aids = higher retention rate by
the audience.
– Tables are okay
okay, but graphs are better!
– Charts and graphs show mathematical
data well (e.g., pie charts to show market
share).
)
– Pictures and photographs (even videos)
have real impact.
– A prop is good. “Show and tell” isn’t
just for 3rd grade!
23
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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g and
Computer Science
Presentation Tools
•
•
•
•
24
Older-style presentation tools such as
35 mm slides and transparency
projectors, or even large drawing
pads, are still used.
For me, the “go-to” presentation tool
is Microsoft PowerPoint. Get
familiar with it and learn to use it!
Your instructor has literally given
th
thousands
d off presentations
t ti
and
da
LOT of them were in PowerPoint!
The flexibility of the computer-based
presentation makes it today
today’ss choice
choice.
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
Th U
The
University
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Dallas
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Erik Jonsson School of Engineering
g
g and
Computer Science
PowerPoint Presentations
• Select a pleasant background (or
“slide master,” in PP jargon).
• Use colors with care, but use colors!
• PP graphics are easy to conjure up,
so use them.
• Not too many points on a slide – use
the KISS (Keep it simple, stupid!)
principle In this lecture,
principle.
lecture I
sometimes violate my own principle!
• Choose font carefully. I like Times
New Roman.
25
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
Th U
The
University
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Erik Jonsson School of Engineering
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g and
Computer Science
PowerPoint Presentations ((2))
• Limit capitals, but you can use them FOR EMPHASIS!
• Check spelling
i and grammar. Nothing
i makes you look
like a bigger loser that bad grammar and spelling.
((This is yyour third notice!))
• Limit PP special effects, such as swooshes, fade-ins, etc.
• (Important!) If you have special symbols and typefaces
on your computer,
computer they may not be on the presentation
computer, which may garble your information. A good
reason to use your own laptop for a presentation!
26
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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g and
Computer Science
Presentation Principles
p
• Don’t READ your slides!
• “Cryptic
Cryptic bullet points..”
• Avoid jargon – unless the audience is
really all in your field. Then a little
(
(emphasis
h i on little)
littl ) jargon
j
may help
h l to
t
heighten your credibility.
• Know the audience tech level! Former
TI CEO Mark Shepherd on addressing
board or upper management: “Ned in
the third grade.
grade.”
27
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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g and
Computer Science
Presentation Principles
p ((2))
• Always have a backup. You don’t want to be crippled
by the loss of your media!
i
• Although there are other media than computer-based
display
p yp
presentations,, don’t worry
y about them. I
haven’t made a slide or non-computer presentation in
nearly 30 years!
• Handouts can make sense,
sense if some of the information is
particularly complex or lengthy.
• In general, use horizontal (“landscape”) slides.
28
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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g and
Computer Science
Speech Anxiety
• Tricks to avoid speech “panic:”
– Be well prepared – quickest way to gain
respect (True story: female colleague
respect.
presentation to a hostile audience)
– “Hit ‘em hard” (get their attention).
– Old saw: “Visualize
Visualize audience as naked.”
naked.
Better: Visualize them as friends! It’s
hard to be afraid of friends.
– If y
you make a mistake, forget
g it and move
on. Hang loose!
– Allow yourself to relax. Tenseness causes
adrenalin to flow and increases anxiety
(and voice pitch!). Hang loose!
29
ECS 1200 Lecture #5 -- Oral and Written Communications
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Erik Jonsson School of Engineering
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g and
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Th U
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Dallas
ll
Style
• Communication = verbal + body language
+ vocal strain.
–
–
–
–
–
Eye contact = direct connection (“sincere”).
Scan the audience; look them ALL in the eye!
Speak from your diaphragm. “Project.”
Don’t block the screen or other media.
Avoid distracting mannerisms (hands in
pockets, “uhs,” staring out into space).
– Don’t
D ’ b
be stiff;
iff k
keep iit somewhat
h iinformal.
f
l
– Dress well (“appropriately”).
– Be enthusiastic (a comment on many of my
student reviews!).
reviews!)
30
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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g and
Computer Science
The “Elevator Speech”
p
• So, here’s the deal:
– You board the elevator at work and there is
your boss by herself (or her boss or the CEO)
CEO).
– She says, “How are things going?”
– You (or you and your team) have a great new
idea that will make a $billion
$billion-dollar
dollar product
and you need immediate funding.
– What do you do?
• The “elevator
elevator speech
speech” is the solution!
–
–
–
–
31
Informal talk, ~ 1 minute (or less!).
Organization is crucial.
Cover key
y points
p
in brief.
Hard hitting, attention-getting!
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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The
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Erik Jonsson School of Engineering
g
g and
Computer Science
“Elevator Speech” (2)
• Remember “the seven?” Here, emphasis on “the four:”
–
–
–
–
WHO (who are you why are you important?).
WHAT (What are you talking about or what do you do?).
WHY (What is unique about what you are doing), and
IMPACT (What you plan to accomplish or are currently
working on accomplishing).
• Sometimes topics (above) can vary, but remember:
– Gotta be brief! She gets off the elevator soon!
– Gotta get her attention! If she’s bored, you’re toast!
– Gotta sell! If the why and impact miss, the speech is wasted!
• Harvard Business School thinks the “elevator speech”
p
, they
y have a website about it:
is so important,
http://www.alumni.hbs.edu/careers/pitch/
32
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11
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Erik Jonsson School of Engineering
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Computer Science
Summary
•
•
•
•
•
33
Fluent communication can enhance your career;
inept communication can sink it.
In presentations, focus on the audience, connect,
and show your enthusiasm. Be prepared; know
what your audience expects and their “hot
buttons.”
In writing, be accurate, clear, concise, and
jargon- or technical-slang-free. Practice to
improve your grammar and ability to express
yourself.
lf
Your communications are a way of promoting
yourself and selling your abilities and technical
acumen
acumen.
Remember “the seven!”
ECS 1200 Lecture #5 -- Oral and Written Communications
© N. B. Dodge 09/11